Schedule an Exchange Resource in Outlook 2007/2010

Introduction

An Exchange Resource is a special Exchange account that represents a resource (conference rooms, vehicles, AV equipment, etc.) instead of a person. Exchange Resources allow for shared scheduling of these items. For more information on Exchange Resources at the University of Wyoming see the Exchange Resource FAQ (www.uwyo.edu/askit/displaydoc.asp?askitdocid=110&parentid=1).

Procedure

Scheduling a Resource in Outlook 2007 or 2010

1. Begin a meeting request as you normally do.
    
2. On the initial meeting Meeting request screen, on the right side of the Location line, click on the Rooms... button to search for a resource to schedule.
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3. The dialog box that opens allows you to search for a specific resource, or view all resources that are registered in Exchange. If you are looking for a room, and a room capacity is specified, it will be visible along with any other amenities that the room provides (whiteboard, video conferencing, etc). Highlight the resource you wish to book and click the Rooms-> button at the bottom left. Then click OK.
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4. To add more attendees to the meeting, click on the Scheduling Assistant button. This will also show you if there are any conflicts with the room at the time you are requesting.
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5. After you finish adding attendees or additional information to the meeting, click Send.
    
6. If you do not have permission to Direct Book the resource you will receive an email notifying you that your request to book the resource is pending approval by a delegate of the resource.
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7. After a delegate has acted upon your request you will receive either an acceptance email
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    or a rejection email.
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8. If there were any conflicts in scheduling the resource, you will receive an email response indicating there was a conflict.
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Tips

1. For more information about Resource Accounts in Outlook 2007 and 2010, click the Help question mark icon at upper right, type schedule Exchange resource in the Search box, and press the Enter key.

Reviewed: 0711 By: TW